Bidding Process

Department: Preconstruction

Topic: The Bidding Process

Objective: Relay the current bidding SOP, who is involved, who has what responsibilities, and transition from bidding to Operations.

Things To Consider: The bidding process spans several software and storage platforms. General knowledge of SharePoint and Building Connected is recommended. The bidding process is also a team effort. Each bid team member is responsible for scopes independently of other team members and therefore is just as important to success as any other team member. Honesty and integrity are keys to good bidding. Be honest with your workload to take on as much or as little as you can commit to owning during the bidding process.

Steps:

1. Pre bid meeting

a. Ops manager assigns operation team.

b. Team is invited to prebid meeting by precon department. Bid team members should be consulted for available times.

c. Team is expected to spend some time reviewing bid documents to have a basic understanding of the project prior to the prebid meeting.

i.  Drawings and specs

                          ii. Geotechnical reports

iii. Bid documents

1. Bid invite

2. Submission requirements

3. Addenda

4. Etc.

iv. Bid due dates if part of a bid invite

d. Meeting agenda- Excel spreadsheet “Preconstruction Bid Meeting” located in top level of bid folder- Review in training session

i. Contract Document Review

ii. Complete Fact Sheet

iii. Review any lessons learned from previous similar projects

iv. Review any prior budgets if applicable

v. Create an issues list from previous agenda items

vi. Complete the bid schedule and responsibilities matrix with due dates

e. Assign scopes in Building Connected

i. Scopes assigned to an individual team member are responsible for the following

1. Ensuring the solicitation list for each assigned scope contains the proper contractors to be solicited. Determine target bidder quantity (see “Prequal Log Sheet- Bid Review Master”)

2. Reviewing plans, specs and addenda for key markups or notes that should be made to the bidding plan set. See 2. Below

3. Follow up with bidders during bid period

a. Bidding status

b. Confirm key notes and markups are understood

c. Answer bidder’s questions regarding scope

4. Complete bluesheets prior to bluesheet (mid-bid) review meeting)

5. Make necessary bluesheet revisions based on review meeting, addenda, etc.

6. Inform active bidders of any breakouts, alternates, or key information that will be needed for bid leveling

7. Make call notes in Building Connected. Update as necessary.

8. Be prepared for bid leveling and estimate listing

9. Upload bids received for your scope to Building Connected

10. Make revisions to bids in Building Connected after upload as required

ii. At the end of the Prebid Meeting, the team should be in agreement if any time is needed for adjustment to solicitation lists prior to publishing scopes out to bidders.

iii. Team agrees to time allowance for creation of key markups and notes to be published to bidders

f. Publish scopes to bid. Team to decide who is considered the bid manager. Bid manager will handle bid publishing, global bidder communication, plan updates, etc. This will typically be a precon team member/estimator

g. Schedule following meetings- include estimating room for reservation

i. Bluesheet review- Team

ii. GC and schedule review- Precon Director PM/FM

iii. Sub bids due date

iv. Subcontractor bid review (bid leveling and estimate listing)- Team

2. Creating and publishing key markups and notes

a. Key details, notes, scope not in plans, etc. are to be marked up on relevant plan pages once a predetermined time has been set to allow team members to dive deeper into plans.

b. We are looking for gotcha items to purposefully put in front of bidders so that these key details are not overlooked

i. Details on detail sheets marked as typical that could have a large effect on pricing.

ii. Odd specifications that would be considered non-typical

iii. Specific quantities we may need for bid leveling

iv. Unit pricing that may be required

v. Geotechnical clarifications, expectations, or strategies

vi. Etc. etc. etc.

c. Team members should have relevant markups, notes or other intended communication device ready to publish by agreed upon date and communicate what and where to bid manager for publication.

d. Bid manager will upload and publish all relevant documents.

3. Blue sheet review meeting

a. All team members arrive with completed blue sheets

b. Team reviews bluesheets together to confirm all relevant scope details are included

c. Team members with missing scopes or bluesheets that otherwise need edited are responsible for editing prior to bid leveling

4. GC and Schedule review meeting

a. PM/FM or both will meet to review GCs prior to bid date to determine GCs

b. Review bid schedule for accuracy, winter condition requirements, etc.

c. Discuss labor and travel requirements

d. Agree upon billable hours for ops team members

i. SOP is to enter required billable hours for PM, PE, PC, FM, Equipment Manager, Safety Director, KCCI self-perform labor

ii. Rates will initially be entered at billing rates

iii. Determine if billing rates require adjustment for bid competitiveness

e. Determine equipment needs

f. Determine winter conditions, temporary needs

g. List GC in estimate

5. Subcontractor bid due day (may also be bid due day- see bid schedule)

a. Bid manager will print bluesheets- if you have started bid leveling digitally, you will need to move to manual entry once bluesheets have been printed. Bluesheets should generally remain in the estimating room.

b. Bid manager will print all bids received and entered into Building Connected at the time the bluesheets are printed. Bids received after bluesheets are printed are the responsibility of the scopes owner to print

c. Bid manager will notify all team members that bluesheets and current received bids have been printed and are in the estimating room for review

d. Team members should begin leveling bids/entering bids into bluesheets

6. Subcontractor bid review- Team

a. Team to meet in the estimating room to do initial bid leveling review and list the estimate in Sage

b. Bluesheets should be complete or very nearly complete at this time. This is not the time to show up and start leveling your bids

c. Team members need to generally be present in the estimating room during this time. If a team member has other meetings or commitments, that team members scopes should be reviewed and entered around that schedule if possible. You need to be present to answer questions as you know the scope best.

d. If sub bids are due a day or more prior to the bid due date, there may be a second subcontractor bid review meeting if necessary

e. If the subcontractor bid review with the team is complete a day or significant time prior to the bid due date and time, team members need to remain available for last minute questions, sub bid revisions, etc.

f. Upon completion of subcontractor bid review, the PM and Precon Director will complete a final review of the estimate and make any final adjustments, finalize any bid forms, SOVs, or other document required for bid submission

7. Bid closeout

a. Bid manager to complete bid closeout checklist- Review in training

b. “Prequal Log Sheet”- Bid Review Master to be completed after bid submission- Review in training

c. Prequalification SOP- Review in training